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Your product catalog is the list of products and services you sell. Once set up, you select items from it when building quotes, invoices, and deals, and the price, tax, and description fill in automatically. This guide covers managing the catalog. You will find Products in the sidebar under Finance.
Quotation 3

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Why use a catalog

Maintaining a catalog means you enter each product’s details once and reuse them everywhere. This keeps pricing consistent across all your documents and saves you from retyping the same items. Changes to the catalog do not affect documents you have already created.

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Adding a product or service

  1. Go to Products in the sidebar
  2. Click Add Product
  3. Fill in the details:
    • Name, the product or service name (must be unique)
    • Type, either Product or Service
    • Price, the selling price
    • Buy Price, the cost price, used for margin tracking
    • SKU, an optional stock keeping unit
    • Description
    • Default Tax Rate, applied automatically when the item is used
    • Image, an optional photo or icon
    • Active, whether the item appears in selection lists
  4. Save

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Using products in documents

When adding line items to a quotation, invoice, or deal:
  1. Start typing the product name in the line item field
  2. Select it from the matching results
  3. The price, tax, and description fill in automatically from the catalog
You can override any of these values for a specific document without changing the catalog itself. This lets you adjust a one-off price while keeping your standard pricing intact.

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Active and inactive products

To retire a product without deleting it, mark it inactive:
  1. Open the product
  2. Toggle the Active switch off
The product stops appearing in dropdown lists for new documents, but remains on any existing documents that already use it. Use this for items you no longer sell but want to keep for historical records.

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Client portal visibility

You can control which products your clients see in the client portal:
  1. Edit the product
  2. Enable Client Portal Visibility
  3. Optionally add a Client Portal Description if you want clients to see different wording than your internal description
This lets you show a curated, client-friendly catalog in the portal. See Setting up the client portal.

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Bulk operations

For managing many products at once:
  • Bulk create imports multiple products in one go
  • Bulk delete lets you select and remove up to 300 products at a time

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Finding products

Use the controls on the Products page to locate items:
  • Search finds products by name
  • Active/Inactive filter shows only active products or all of them
  • Creator filters by who added the product

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What to do next

  1. Create a quotation using items from your catalog
  2. Convert an accepted quote to an invoice
  3. Set client portal visibility on the products your clients should see